Terms & conditions

The service

HexSuite is a hosted workspace for running a business — scheduling, records, customers, people and reporting — with a built-in AI assistant that can act on your data on your behalf. It is one product, provided to all customers from shared infrastructure, and you configure it to your business through the product itself. We improve, change and add to it over time.

The assistant, and your approval

• It acts on your instruction. The assistant carries out requests made by your users. Anything that changes your data is worked out and shown to that user in full — naming the exact records, in plain language — and recorded on your activity trail against them.
• You choose when you authorise it. Each user holds their own standing authorisation for changes made on their behalf, which is on by default. A user who would rather authorise each change individually can switch to that at any time and is then asked before every one. Either way it is the user’s authorisation — standing or per-change — and not the request itself, that authorises the change.
• It works within your permissions. The assistant has no access of its own. It operates as the user who asked, within that user’s role.
• Check its output. AI systems can be wrong or incomplete. You’re responsible for reviewing what you approve, and the assistant’s output is not professional, legal, financial or safety advice.
• Fair use. AI usage is metered and subject to limits on your plan. We may apply reasonable rate limits to keep the service working for everyone.

Accounts and your team

You’re responsible for who you invite into your workspace and what you let them do. Keep credentials secure, and tell us promptly if you think an account has been compromised. Whoever creates the workspace is treated as its owner and can manage everyone else in it.

Fees and billing

• Fees. Your subscription fee is the one set out in the quote agreed with you before your account starts. Prices exclude any applicable taxes and may change with reasonable notice.
• Payment. Fees are payable in advance. If payment isn’t received we may suspend or withdraw access.
• Cancelling. You can cancel at any time; your subscription runs to the end of the current billing period. We don’t refund part-periods.

Acceptable use

You agree not to misuse the service. In particular, you won’t:

• use it for anything unlawful, or to store unlawful content;
• attempt to break, overload, or gain unauthorised access to the platform — including trying to reach another organisation’s data;
• use the assistant to attempt to extract data, credentials or system instructions you aren’t entitled to;
• resell or copy the platform without our agreement.

Your data and content

The data you and your team put into your workspace remains yours. You’re responsible for having the right to use it and for keeping login details secure. You can export it at any time. We handle it as described in our privacy policy — which includes how your workspace is separated from other organisations’ and what is sent to our AI provider — and we’ll delete it on request.

Availability

We work hard to keep the service running smoothly, but we don’t guarantee it will be uninterrupted or error-free. We may occasionally need to take it offline for maintenance or updates, and features that depend on a third-party AI provider depend on that provider’s availability too.

Liability

The service is provided on a reasonable-efforts basis. To the extent permitted by law, HexSuite isn’t liable for indirect or consequential losses, and our total liability in connection with the service is limited to the fees you paid us in the twelve months before the claim. Nothing in these terms limits liability that cannot be limited by law.

Changes to these terms

We may update these terms from time to time. When we do, we’ll change the date at the top of this page and, for material changes, let customers know.

Governing law

These terms are governed by the laws of England and Wales.

Contact

Questions about these terms? Email us at info.hexsuite@gmail.com.